Procurement Administrator

Reports to: Procurement Controller

Contract Type: Permanent

Employment Type: Full-Time

Salary: Competitive

Purpose:

To provide comprehensive administrative support to the Procurement Department, ensuring all procurement processes are carried out efficiently, accurately, and in accordance with company policies. The Procurement Administrator will be highly organised, detail-oriented, and proactive in assisting the team with raising purchase orders, processing and approving invoices, and maintaining supplier communication for all material and service requirements across the business.

Key Responsibilities:

(This list is not exhaustive and is subject to change in line with business needs)

Procurement Operations

• Raise and issue accurate purchase orders (POs) for goods and services in a timely manner, in accordance with internal guidelines and approval workflows.
• Ensure all procurement activities are executed in line with agreed budgets and estimates, escalating any discrepancies as required.
• Maintain procurement records in appropriate systems (e.g., ERP, finance software, spreadsheets), ensuring accuracy and data integrity at all times.
• Assist with tender documentation, supplier comparisons, and obtaining quotations where necessary.
• Support the Procurement team in identifying and achieving cost savings through administrative insight and historical data analysis.

Supplier and Invoice Management

• Monitor and track supplier performance in terms of delivery timelines, accuracy, and service levels.
• Address supplier invoicing queries promptly, liaising with internal departments such as Finance, Operations, and Project Teams to ensure timely resolution.
• Collaborate with suppliers to manage off-hire equipment and ensure timely collection and documentation of such events.
• Communicate effectively with suppliers to resolve escalations, delivery issues, or non-conformances.

Communication & Collaboration

• Manage the procurement mailbox efficiently, ensuring that incoming queries, documents, and requests are acknowledged and actioned within agreed timeframes.
• Act as a point of contact for internal stakeholders needing procurement support or information.
• Liaise regularly with team members and other departments to ensure smooth operation of procurement processes.

Compliance & Administration

• Ensure that all procurement actions are conducted in alignment with DAS Fire\’s internal policies, guiding principles, and relevant legal or regulatory frameworks.
• Maintain up-to-date and organised procurement documentation, including supplier records, PO logs, contract files, and invoice tracking.
• Assist with the onboarding of new suppliers and updating of supplier databases.
• Support audit processes by providing necessary documentation and clarifications on procurement activities when required.
• Contribute to the continuous improvement of procurement processes and administrative practices.

General Business Support

• Assist with any other administrative duties required by the Procurement Department or broader business as requested by the line manager.
• Participate in departmental and cross-functional meetings, contributing updates on procurement activities and improvement initiatives.
• Support sustainability and corporate social responsibility (CSR) objectives within the procurement function.

Key Attributes and Skills:

• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficient in Microsoft Office Suite (especially Excel, Outlook, and Word); experience with procurement or finance systems is advantageous.
• Effective communicator with both internal and external stakeholders.
• Ability to work independently and as part of a team in a fast-paced environment.
• Flexible and adaptable to changing business priorities.
• Proactive approach to problem-solving and continuous improvement.

What we will offer you:

• 25 days Annual Leave (increasing with length of service)
• Holiday Purchase Scheme
• Company Bonus Scheme
• Annual Pay Reviews
• Health Cash Plan
• Pension
• Enhanced Sick Pay
• Enhanced Maternity, Paternity & Shared Parental Pay
• Company Events!